Updated Fixed-Term Faculty Annual Renewal/Non-Renewal Process

To: Business Center Managers, University Chief Officers, Executive Deans, Top Administrators in Academic and Research

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

Date: March 14, 2018

Dear Administrators,

We have received questions/concerns regarding the Minimum Required Non-Renewal Notification Requirements included in the March 1, 2018 memorandum.  We believe the new language indicated below provides greater clarity and aligns with faculty timely notice standards.  Thank you all who have reached out to us.

Minimum Required Non-Renewal Notification Requirements

Years of Continuous Service

Professional Faculty, Instructors,  Senior Instructors or Research Faculty (paid on E&G)*

Less than two years

One month prior to the beginning of the next contract period

One month prior to the end of the current contract period

Greater than two years, but less than six years

Two months prior to the beginning of the next contract period

Two months prior to the end of the current contract period

Six years or more

Four months prior to the beginning of the next contract period

Four months prior to the end of the current contract period

*Employees at 0.5 FTE or higher paid on gift, grant or contract funds, and whose most recent appointment letter contains the appropriate grant language are still required to receive non-renewal approval.  However, they are not subject to the advance notification timeline requirements.

If the minimum notification requirement outlined above is not met, the college/division will be required to renew the employee’s contract for the length of time necessary to achieve the required notice period.  For 9-month employees, this may require a full or partial Summer session appointment to meet the notification requirement.